Key points
- Record batch and expiry on every purchase.
- Bill first-expiry-first-out (FEFO).
- Block the sale of expired stock.
- Check the near-expiry list every week.
- Return to distributors within their window.
Why expiry losses happen
- Batches not recorded, so nobody knows what expires when.
- New stock placed in front of old stock.
- Slow items forgotten at the back of the shelf.
- Return windows missed.
Step 1: Record batches at purchase
Every distributor bill has batch numbers and expiry dates. Enter them with the purchase. This one habit makes everything else possible.
Step 2: Sell the earliest expiry first
At billing, the software should pick the batch that expires first. Staff can still pick another batch if a customer asks.
Step 3: Block expired stock
Selling expired medicine is a serious matter. The software should refuse to bill expired batches.
Step 4: Weekly near-expiry routine
| Window | Action |
|---|---|
| Expiring in 90 days | Move to the front; check with prescribers if slow |
| Expiring in 60 days | Push to regular customers; transfer to a busier branch |
| Expiring in 30 days | Return to distributor if allowed |
| Expired | Quarantine, record, return or dispose as required |
Step 5: Distributor returns
Group near-expiry and expired stock by distributor, make a purchase return note and track the credit you are owed. See how distributors handle returns.
Step 6: Buy smarter
Look at which items expire most often. Buy them in smaller quantities, and ask for shorter-dated stock to be avoided.
Measuring progress
Track expiry write-offs every month. Many stores see a clear drop within a few months of following this routine.